U.S. patent application number 11/414827 was filed with the patent office on 2006-08-31 for document management systems and methods.
Invention is credited to Mary M. Bendik.
Application Number | 20060195778 11/414827 |
Document ID | / |
Family ID | 23494545 |
Filed Date | 2006-08-31 |
United States Patent
Application |
20060195778 |
Kind Code |
A1 |
Bendik; Mary M. |
August 31, 2006 |
Document management systems and methods
Abstract
A computer implemented method for managing documents includes
the steps of: creating a document profile that includes fields of
attributes of a document and generating a unique identifier for the
document. The unique identifier includes at least a first portion
including information descriptive of an attribute of the document
and at least a second portion including an automatically generated
number. The method preferably further includes the step of storing
the document profile for the document.
Inventors: |
Bendik; Mary M.; (Bethel
Park, PA) |
Correspondence
Address: |
BARTONY & HARE
LAW & FINANCE BUILDING, SUITE 1801
429 FOURTH AVENUE
PITTSBURGH
PA
15219
US
|
Family ID: |
23494545 |
Appl. No.: |
11/414827 |
Filed: |
May 1, 2006 |
Related U.S. Patent Documents
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Application
Number |
Filing Date |
Patent Number |
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10027879 |
Dec 21, 2001 |
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11414827 |
May 1, 2006 |
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09378785 |
Aug 23, 1999 |
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10027879 |
Dec 21, 2001 |
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Current U.S.
Class: |
715/209 ;
707/999.1; 707/E17.008 |
Current CPC
Class: |
G06F 40/186 20200101;
G06Q 10/10 20130101; G06F 16/93 20190101; G06F 40/134 20200101;
Y10S 707/99931 20130101 |
Class at
Publication: |
715/500 ;
707/100 |
International
Class: |
G06F 17/00 20060101
G06F017/00; G06F 7/00 20060101 G06F007/00 |
Claims
1.-26. (canceled)
27. A method for managing documents in a computer implemented
document management system, comprising the steps of: creating a
document profile that includes fields of attributes of a document
for each of the documents; generating a unique identifier for each
of the documents, the unique identifier including at least a first
portion including information descriptive of an attribute of the
document and at least a second portion including an automatically
generated number, the unique identifier being visible to users of
the document management system and providing information about the
corresponding document to the users so that each of the documents
can be identified from the corresponding unique identifier among a
group including unique identifiers corresponding to other
documents; and storing the document profile for each of the
documents.
28. The method of claim 27 wherein the first portion is descriptive
of the author of the document.
29. The method of claim 27 wherein the second portion is a
sequentially generated number unique for the first portion.
30. The method of claim 28 wherein the second portion is a
sequentially generated number unique for the first portion.
31. The method of claim 28 wherein the unique identifier is
generated before the document content is entered.
32. The method of claim 27 further including the step of requiring
selection of a predefined document template from a set of
predefined document templates for the document during creation of
the document profile, the document template defining the format of
the document and a software application to use for generation of
the document.
33. The method of claim 27 further including the step of creating a
link in the document profile to a file type that is not created
within the document management system.
34. The method of claim 27 further including the step of creating
an email message via a messaging system external to the document
management system including a link to the document profile using a
selector within the document management system so that a recipient
of the message can access the document associated with the document
profile if the recipient has appropriate authorization to access
the document associated with the document profile.
35. The method of claim 27 further including the step of creating
an email message via a messaging system external to the document
management system including a copy of the document using a selector
within the document management system so that a recipient of the
message can access the copy of the document.
36. The method of claim 27 further including the step of defining
user access permission in the document profile, wherein the step of
defining user access permission includes the step acquiring the
identity of the user from a source external to the document
management system.
37. The method of claim 36 wherein the source of the identity of
the user is an operating system security system or a database
security system.
38. A method for managing documents in a computer implemented
document management system, comprising the steps of: creating a
document profile that is associated with a document and includes
fields of attributes of the document; and creating a link in the
document profile to a file type that is not created within the
document management system.
39. The method of claim 38 wherein the file type is a word
processing document, a spreadsheet document, a database record or a
URL link.
40. The method of claim 38 wherein the file type is an email
record.
41. A method for managing documents in a computer implemented
document management system, comprising the steps of: creating a
document profile that includes fields of attributes of the document
storing the document profile; and creating an email message via a
messaging system external to the document management system
comprising a link to the document profile using a selector within
the document management system so that a recipient of the message
can access the document associated with the document profile.
42. The method of claim 40 wherein the email message comprising a
link to the document profile is created from within the document
management system.
43. A method for managing documents in a computer implemented
document management system, comprising the steps of: creating a
document profile that includes fields of attributes of the document
storing the document profile; and creating an email message via a
messaging system external to the document management system
including a copy of the document using a selector within the
document management system so that a recipient of the message can
access the copy of the document.
44. A method for managing documents in a computer implemented
document management system comprising the steps of: for each
document, creating a document profile that includes fields of
attributes of an associated document content; storing the document
profile in a database; creating document content associated with
the document profile; exiting the document; storing the document
content external to the database in a file system of a first
storage device; defining in the document management system at least
a second storage device to which the document content is to be
automatically copied when stored in the first storage device;
automatically copying the document content from the first storage
device to a second storage device.
45. A computer implemented document management system, the computer
including a processing unit a storage device, the document
management system comprising: a module to create a document profile
to be stored in a database in the storage device for a plurality of
documents, the document profile including fields of attributes of
an associated document; a module to generate a unique identifier
for each of the documents, the unique identifier comprising at
least a first portion comprising information descriptive of an
attribute of the associated document and at least a second portion
comprising an number generated by the unique identifier generation
module, the unique identifier being visible to users of the
document management system and providing information about the
associated document to the users so that each of the documents can
be identified from the associated unique identifier among a group
including unique identifiers associated with other documents.
46. The document management system of claim 45 wherein the document
profile creation module includes a module to require selection of a
predefined document template from a set of predefined document
templates for the document during creation of the document profile,
the document template defining the format of the document.
47. The document management system of claim 45 wherein the document
profile creation module includes a module to link the document
profile to a file type that is not created within the document
management system.
48. The document management system of claim 45 further including a
module to create an email message via a messaging system external
to the document management system having a link to the document
profile using a selector within the document management system so
that a recipient of the message can access the document associated
with the document profile.
49. The document management system of claim 45 further including a
module to create an email message via a messaging system external
to the document management system including a copy of the document
using a selector within the document management system so that a
recipient of the message can access the copy of the document.
50. The document management system of claim 45 further including a
module to define user access permission in the document profile by
acquiring the identity of the user from a source external to the
document management system.
Description
FIELD OF THE INVENTION
[0001] The present invention relates to systems and methods for
management of documents and particularly, to systems and methods
for management of documents over a network of computers in which a
user can gain access to the information repository from a computer
having access to the network.
BACKGROUND OF THE INVENTION
[0002] The ability to gain timely access to important information
on a computer, and, more particularly, on a computer network, is a
necessity in today's competitive market. As the number of digital
documents continues to grow, such access will only gain in
importance.
[0003] Document management systems automate document management on
computer networks and facilitate location and sharing of documents
in workgroups without requiring knowledge of, for example, the DOS
filename or physical location of a document. A document management
system may also provide system administration functions by
establishing criteria that are used to, for example, determine
storage location and/or determine document archival actions.
Furthermore, security criteria can be assigned to limit
unauthorized access to documents.
[0004] Document management systems typically store critical
information required to access a document in a document "profile."
The profile may include document attributes or information about
the document such as the document type, the author, the creation
date, the access rights, etc. The profile information is stored in
a database and is used to retrieve the document via a search or
query without the user having to remember, for example, the DOS
filename and storage location (for example,
server\volume:directory\filename). Profiling thus provides quick
access to documents.
[0005] In addition to locating documents from the information
stored in the document profile, a number of document management
systems also index document text allowing users to perform
full-text searches to find documents. Such full-text searches can
require somewhat lengthy searches in large databases.
[0006] Although a number of computer implemented document
management programs or systems are currently available, it remains
desirable to develop improved document management systems and
methods.
SUMMARY OF THE INVENTION
[0007] The present invention provides a computer implemented method
for managing documents including the steps of creating a document
profile that includes fields of attributes of a document and
generating a unique identifier corresponding to the document (that
is, corresponding preferably to the document profile and the
associated document content). The unique identifier includes at
least a first portion including information descriptive of an
attribute of the document and at least a second portion including
an automatically generated number. The method preferably further
includes the step of storing the document profile for the document.
In one embodiment the first portion is descriptive of the author of
the document. The second portion is preferably a sequentially
generated number that is unique for the first portion. That is,
there may be many documents having the same first portion (for
example, the initials of the author), but each document identifier
having the first portion preferably has a unique number for the
first portion.
[0008] The present invention also provides a computer implemented
method for managing documents including the steps of creating a
document profile and selecting a predefined document template for
the document during creation of the document profile. The document
template defines the format of the document. Preferably, the
document profile is stored before any information is entered into a
content of the document.
[0009] The present invention also provides a computer implemented
method for managing documents including the steps of creating a
document profile and linking the document profile to a file type
that is not created within the document management system. As used
herein, the phrase file type refers to generally any stored
information that can be read or used by an associated software
application. The file type may, for example, be a word processing
document, a spreadsheet document, a database record (for example,
an email message) or a URL link. Selecting the link from the
document profile preferably launches or switches to the software
application associated with the file type.
[0010] The present invention also provides a method for managing
documents including the steps of creating a document profile,
storing the document profile, and creating an email message
including a link to the document profile so that a recipient of the
message can access the document associated with the document
profile. Preferably, the email message is created from within the
document management system. That is, the user of the document
management system can create the email without having to exit the
document management system and switch to an email program.
[0011] The present invention also provides a method for managing
documents including the steps of creating a document profile,
storing the document profile, and creating an email message
including a copy of the document from within the document
management system so that a recipient of the message can access the
copy of the document.
[0012] The present invention also provides a method for managing
documents including the step of defining user access permission for
a document profile or an associated document content in the
document profile. The step of defining user access permission
preferably includes the step acquiring the identity of the user
from a source external to the document management system. The
source of the identity of the user may, for example, be an
operating system security system or a database security system.
[0013] The present invention also provides a method for managing
documents including the steps of creating at least one document
profile that includes fields of attributes of an associated
document content and storing the document profile in a database.
The method also includes the steps of storing the document content
external to the database in a file system of a first storage device
and replicating the document content from the first storage device
to a second storage device.
[0014] As clear to one skilled in the art, any two or more of the
above-identified methods of the present invention can be practiced
in a single document management system. The present invention also
provides a machine readable medium having stored thereon data
representing sequencing of instructions for carrying out the above
methods, which, when executed by a computer system (as known in the
art), cause the computer system to perform the steps of the
method(s).
[0015] The present invention also provides a computer implemented
document management system including a module to create a document
profile to be stored in a database in the storage device and, for
example, a module to generate a unique identifier for the document.
The unique identifier preferably includes at least a first portion
including information descriptive of an attribute of the document
and at least a second portion including a number generated by the
unique identifier generation module.
[0016] The document profile creation module preferably further
includes a module to select a predefined document template for the
document during creation of the document profile. The document
profile creation module preferably also includes a module to link
the document profile to a file type that is not created within the
document management system on an existing document profile.
[0017] The document management system preferably further includes a
module to link an email message having a link to the document
profile so that a recipient of the message can access the document
associated with the document profile. The document management
system also preferably includes a module to email a message
comprising a copy of the document from within the document
management system so that a recipient of the message can access the
copy of the document.
[0018] The document management system preferably further includes a
module to define user access permission in the document profile by
acquiring the identity of the user from a source external to the
document management system.
[0019] The present invention and its attendant advantages will be
further understood by reference to the following detailed
description and the accompanying drawings.
BRIEF DESCRIPTION OF THE DRAWINGS
[0020] FIG. 1 illustrates a document including a document profile
and document content.
[0021] FIG. 2 illustrates an embodiment of the structure of a
document management system of the present invention.
[0022] FIG. 3 illustrates a network architecture suitable for use
with the document management system of the present invention.
[0023] FIG. 4A illustrates a screen capture providing for full text
indexing of documents.
[0024] FIG. 4B illustrates a screen capture providing for searching
capability.
[0025] FIG. 5A illustrates a screen capture of initiation of a
process for setting system variables.
[0026] FIG. 5B illustrates a screen capture of an
information/variable query during setting of system variables.
[0027] FIG. 6A illustrates a screen capture of initiation of a
process for defining document templates.
[0028] FIG. 6B illustrates a screen capture of definition of a
document template.
[0029] FIG. 7 illustrates a screen capture of an embodiment of a
navigator of the document management system of the present
invention.
[0030] FIGS. 8 and 9 illustrate an embodiment of a document profile
screen for use in the document management system of the present
invention.
DETAILED DESCRIPTION OF THE INVENTION
[0031] The present invention provides for management of documents
over, for example, a wide area network in which a user can gain
access to the information: repository from generally any computer
having access to the network. Preferably, access to the documents
is enabled via either a dedicated document management interface or
via the use of a browser such as Microsoft.RTM. Internet
Explorer.RTM. or Netscape.RTM. Navigator.RTM..
[0032] In the document management program or system of the present
invention, each document 10 (see FIG. 1) preferably comprises two
parts, a document content 20 and a document profile 30. Document
content 20 is the actual information contained within document 10
and can, for example, include BLOB, text, graphics, video and/or
audio information. Document profile 30 includes attributes of the
document including, for example, the title, the author, the office
location, the document number, the type of document, and the date
created. Document content 20 and document profile 30 may be stored
together or separately.
[0033] FIG. 2 illustrates an embodiment of a document management
system of the present invention. In general, the document
management system is executed by a computer 60 that includes a
storage device 62 (for example, a compact disk or a hard drive as
known in the art) and a processing unit 64. In the embodiment of
FIG. 2, an operating system 110 and the document management system
are both stored on a hard drive 62.
[0034] In this embodiment, operating system 110 includes a file
system 120 that may contain document content 20 which are stored as
individual files as known in the art. File system 120 also contains
a database 40 that preferably includes document profiles 30
associated with document content 20 and security information.
Preferably, document profile 30 contains security settings for each
document profile 30 and a corresponding document content 20. A
document profile 30 can, for example, be made public so that it is
viewable/accessible by all users of the document management system.
Access to document profile 30 can also be limited to a user or
group(s) of users. Likewise, document content 20 can be made public
or private. In the case that a particular document content 20' is
made private, document content 20' is preferably stored as an
object within database 40 rather than in file system 120 of
operating system 110.
[0035] File system 120 is preferably a conventional
computer-implemented file system such as provided, for example, in
the Microsoft.RTM. Windows.RTM. operating system, the IBM.RTM.
OS400 operating system, the UNIX.RTM. operating system or the
Apple.RTM. Macintosh.RTM. operating systems. Database 40 is
preferably a conventional structural information system storing
information as a set of records and attributes or fields.
[0036] Security information 50 represents access control
information to determine whether a particular user has permission
rights to access the document management system and document
profiles 30 and/or document contents 20. Document manager 130
accesses document profile 30 and document-content 20 and allows a
client computer 140 access to document 10 formed by the combination
of document content 20 and document profile 30 if permitted by
security monitor 50 and the security information within document
profile 30.
[0037] As described above, operating system 100 may include, for
example, the Windows operating system family (for example, Windows
NT.RTM., Windows 98.degree. or Windows 95.degree.). Operating
system 100 preferably contains a conventional operating system
security 160. System security 160 is built into conventional
operating system 100. For example, in the case of Microsoft Windows
NT, a built in security system is provided which requires entrance
of a password for a user to log into the system and thereby gain
access to files and to the network. Similarly, many other
conventional operating systems require a password or access code to
allow a user operating client computer system 140 to log on.
Preferably, operating system security 160 or another existing
security feature (as provided, for example in Lotus Domino.RTM.
server) is used by document manager 130 of the present invention to
identify users and access permissions of such users. In that
regard, security manager 150 of document manager 130 may connect to
and operate in conjunction with operating system security 160 or,
for example, the Central Administration Address Book of Lotus
Domino, to identify users who may access the document management
system as well as document profiles 30 and document contents 20
thereof.
[0038] Other document management systems typically require an
administrator to create users or user tokens within those document
management systems. Using an existing user list such as provided in
a Lotus address book prevents duplicative labor and simplifies
administration of the document management system. In use of the
document management system of the present invention, a user is
typically first required to log on to the operating system as
determined by operating system security 160. The user may also be
required to log onto a particular server such as the Lotus Domino
server. A user permitted access to the document management system
as determined by security monitoring 150 may then use the document
management system. Whether the user has access to a particular
document profile 30 and corresponding document content 20, is
determined by security information established in document profile
30.
[0039] One embodiment of a network architecture 200 suitable for
use with the document management system of the present invention is
set forth in FIG. 3. In this embodiment, a corporate network or
intranet 210 comprises, for example, two servers 220 and 230 on a
local area network 215 in a main: office. A number of client
computer systems (not shown) are also preferably connected to
network 215. Network 210 is preferably connected to another network
235 via a router 250 and a firewall 260. Network 235 is an extranet
comprising an extranet server 240. The term "extranet" is used
herein to describe a shared secure repository of information that
is accessible from outside of intranet 210 (for example, over the
Internet) Placing extranet server 240 on separate network 235 and
isolating it from intranet 210 assists in protecting the network
resources of intranet 210.
[0040] As known in the art, firewall 260 comprises a system
designed to prevent unauthorized access to or from intranet 210.
Firewall 260 can be implemented in hardware or software, or in a
combination of both. Firewall 260 prevents unauthorized Internet
users from accessing intranet 210. All messages entering or leaving
intranet 210 pass through firewall 260, which examines each message
and blocks those that do not meet specified security criteria.
[0041] Local area network 215 is preferably connected to other
local area networks in the intranet via router 250. In FIG. 3,
local area network 215 is connected to one other local area network
270 in a branch office via router 250 and branch office router 280
using, for example, frame relay protocol or asynchronous transfer
mode (ATM).
[0042] Extranet 235 is preferably connected to the Internet via
firewall 260 and an Internet router 290 using, for example, frame
relay or ATM. Internet router 290 may be connected to an Internet
gateway 300 and a web server, a DNS server, and a mail server 310
at an Internet Service Provider (ISP) to provided connection to the
Internet.
[0043] In one embodiment discussed herein, the database
architecture of the document management system of the present
invention utilizes or is built upon Lotus Domino.RTM. server, Lotus
Notes.RTM. Application Development. Tools and Lotus.RTM. Script
language. Other architectures are possible, however. Information
regarding the use of these Lotus tools is provided, for example, in
Lotus Notes Application Development I and II, Release 5, Lotus
Development Corporation (1999); Lotus Notes Programmer's Guide,
Release 5, Lotus Development Corporation (1999), Lotus Domino
Administering the Domino System, Release 5, Lotus Development
Corporation, (1999); Lotus Domino Managing Domino Databases,
Release 5, Lotus Development Corporation (1999); and Lotus, Domino
Configuring the Domino Network, Release 5, Lotus Development
Corporation (1999), the disclosure of which are incorporated herein
by reference.
[0044] The Lotus Domino server family provides an integrated
searching, indexing, messaging, intranet, extranet, and Internet
applications software platform. Lotus Domino supports many
different services/protocols including, for example, SMTP, MIME,
S/MIME, SSL, POP3, IMAP4, LDAP, HTTP, HTML and SNMP.
[0045] Lotus Domino also facilitates access to information through
a browser, making the information available to a user from anywhere
via, for example, the Internet. Web-based access through a browser
is automatically enabled by Lotus Domino without additional
hardware or software. A database created in a Domino environment
is, therefore, a browsable database. To access documents through
the Internet in an environment other than Lotus Domino typically
requires running an additional server (for example, Microsoft IIS)
and a knowledge of HTML or Java to design an interface for a user
to search or view the existing document database.
[0046] The integrated services of a Lotus Domino enterprise
environment also simplify hardware requirements as compared to
other architectures. For example, the hardware for the document
management system of the present invention may comprise a single
server to perform intranet/extranet and Internet- or web-based
database functions with the use of Lotus Domino. Moreover, disaster
recovery may, for example, be achieved through two inherent
redundancy features: (1) replication, which is a scheduled process
and (2) clustering, which is a real-time process.
[0047] Other server/client environments typically require separate
software/hardware components to create full-text indexes and query
capabilities. The Lotus Domino environment does not require these
additional components. Full-text indexes are built by turning on
the full-text index option inherent in Lotus Domino as illustrated
in box 350 of FIG. 4A. Query capabilities are provided through a
standard search bar or query by example form as illustrated screen
360 of FIG. 4B, which does not require the purchase of an SQL
server.
[0048] As will be appreciated by one skilled in the art, however,
all the functionality provided by Lotus Domino is available using
other servers. For example, Microsoft NT Server can be used in
conjunction with an indexing server such as Verity.RTM. and a
searching server such as Microsoft SQL.RTM.. Internet applications
can be provided by, for example, Microsoft IIS server, which
enables/facilitates web access when used in connection with, for
example, an HTML or JAVA front-end program to access the back-end
database.
[0049] Several system variables of the document management system
of the present invention are preferably set by, for example, a
network administrator during installation of the system.
Preferably, the installation process includes answering a few
queries or requests for information to set up system parameters
through variables that define, for example, the location of
document files and templates. The system variables setup process
may be initiated by selecting Set System Variable from Actions menu
370 of screen 375 as illustrated in FIG. 5A. The answer to a first
query preferably defines how an organization desires to store its
documents as illustrated by query box 380 of screen 385 in FIG. 5B.
Several options are preferably provided. Documents may, for
example, be stored by Author/Document Type, Client/Matter, or
Client/Matter/Document Type. The answer to a second query
preferably defines the path where "public" document contents 20 are
to be stored in file system 120. The answer to a third query
preferably defines a mapped drive to identify the path of the
document storage. A template directory and a mapped drive for the
template directory are also preferably defined by the network
administrator in response to other queries.
[0050] Setting these variables enables an administrator and/or a
user to select any operating system/file system to store documents
and templates. Documents and templates stored in file system 120
are preferably linked to database 40 in a manner so that any
operating system and/or mapped drive can be used to store the
documents and templates.
[0051] Unlike prior document management systems, the document
management system of the present invention preferably provides for
replication of all data in database 40 as well as all document
contents 20 or other document management system date stored
externally from database 40 to a secondary server to provide for
redundancy. Although some current document management systems allow
storage of documents external to the database thereof, these
document management systems enable replication/redundancy of only
documents and other data stored within the database. Preferably,
the user/administrator of the document management system of the
present invention is queried as to whether replication/redundancy
is desired during the process of setting the system variables. If
replication/redundancy is desired, another query is preferably made
to set the drive mapping and path of the secondary server on which
replicated documents are to be stored.
[0052] Preferably, the replication process takes place during
Profile-New, -Edit, -Copy and -Save functions. During any of these
functions, the document management system of the present invention
preferably checks for the newest or most current version based on
date and copies the most newest version to the replicated server.
If for some reason the replicated server is not available, the
document management system preferably marks the profile for
replication to occur after the replicated server is once again
available.
[0053] Defining templates within a document management system is a
another unique function of the document management system of the
present invention. The system administrator or other person of the
document management system of the present invention can set up
templates based on software application and a document type (for
example, letter, memorandum, budget, etc.) under the create menu 90
as illustrated in screen 392 of FIG. 6A. As illustrated in screen
393 of FIG. 6B, the administrator can define, among other things, a
template name in field 394, a relative path for the template in
field 395 and an application associated with the template in field
396. Preferably, the administrator is provided with a menu for each
choice as illustrated by application menu 397 in FIG. 6B.
[0054] The user is thereby preferably presented with a pre-defined
formatted document template that ensures compliance with company
policy and consistent formatting in generating documents. All
templates may include, for example, the company name/logo and a
footer including a unique document identifier. The document
template is preferably chosen by the user when completing document
profile 30 and does not require the user to first launch the
associated application. Such templates are discussed in further
detail below.
[0055] Any number of parameters for organizing documents or
identifying documents can be included in the document management
system. For example, lawyers typically identify particular tasks
with a particular client and a particular matter for that client.
For example, the client may be NewCo, Inc. and the matter may the
NewCo, Inc. vs. OldCo, Inc. litigation. Client/Matter definitions
preferably comprise unique alpha/numeric code and/or names. For
example, the above client can be represented by a unique client
name (for example, "NewCo, Inc." as well as a unique client number
(for example, 20001). Likewise, the matter can be represented by a
unique name (for example, "NewCo, Inc. vs. OldCo, Inc.") as well as
a unique number (for example, 00001). This information can be typed
into the document management system manually (by selecting
Client-Matter in Create menu 390) or be imported electronically
(from, for example, an existing database such as a billing system
or other document management system) through, for example, an ASCII
import/export.
[0056] A user or system administrator preferably also defines
particular library that, for example, includes an office location
and a Universal Resource Locator (URL) associated to each office
specifying the name of the server and the path of the document
storage as defined above to facilitate access to the database via
the Internet.
[0057] FIG. 7 illustrates a screen capture showing a preferred
embodiment of a navigator 300 of the document management system of
the present invention or panes. Navigator 300 is preferably divided
into three sections. A folder/view identifying pane 310 on the left
side of navigator 300 preferably includes graphical representations
of folders for organization of information and graphical
representations for exhibiting predefined views for illustrating
information (for example, a list of document profiles). In the
embodiment of FIG. 7, for example, document profiles can be
organized and viewed by author, by client-matter or by library.
Other views can be defined by the user or an administrator. Such
views are preferably continually updated and an index built with
every newly created document. A second section of navigator 300
comprises an action bar 320 with dynamic buttons as known in the
art to enable the user to perform a task or function. A third
section of navigator 300 is a view pane 330 in which a view chosen
in folder/view identifying pane 310 is presented. In FIG. 7, the By
Author view 340 has been selected in folder/view identifying pane
310, and the document profiles are arranged by author in view pane
330. View pane 330 preferably includes pre-defined field sort
buttons 332, 334, 336 and 338 which enable ascending or descending
sort functions base on the fields or attributes below the view pane
buttons. For example, the document profiles listed in FIG. 7 can be
sorted by document number, library, date/time and document title or
name using field sort buttons 332, 334, 336 and 338, respectively.
Below field sort buttons 332, 334, 336 and 338 is a list of
documents profiles that pertain to the selected view.
[0058] Action bar 320 may, for example, include a Document button
322 that when pressed exhibits a drop down menu allowing a user to
Edit, View, or Print a document or documents corresponding to a
selected (highlighted) document profile or profiles. A Profile
button 324 is preferably provided to allow a user to Create, Copy,
Edit, Print, or View a selected document profile via, for example,
a drop down menu. A Mail button 326 is preferably provided to allow
a user to mail a Link to Document, to mail a Copy of Document, or
to Switch to a mail program in Notes (or another application) via a
pull down menu.
[0059] Choosing to mail a Link to Document enables the user to
automatically, from within the document management system, create
an email message including a link to the profile record. The user
is preferably switched to an email program to mail the link. The
recipient of the email message can work on/edit the database record
from their mail system. Choosing to mail a Copy of Document copies
the external file corresponding to document content 20 from file
system 120 to an email message. Preferably, the user is switched to
the email program/system and to the email with the selected
document selected. The recipient of the email message can edit the
copy of the document. However, the document in the database record
will remain unchanged.
[0060] Choosing to Switch to Notes (or another application or
functionality for example, Switch to Microsoft Outlook) serves a
number of purposes. For example, it conveniently enables a user to
switch to their mail, calendar or other features at any time while
working in the document management system. It also operates with
the Notes link field on the document profile screen which is
described in connection with document profiles below.
[0061] Document profile 30 is a very important function of the
document management system of the present invention. As described
above, document profile 30 includes the key fields of information
or attributes that a user utilizes to define an associated document
content 20. A document 10 can be located via text searching
capabilities using the fields defined in associated document
profile 30. An embodiment of a document profile screen 400 is
illustrated in FIGS. 8 and 9.
[0062] Document profile screen 400 preferably appears as soon as a
document is created so that document attribute fields (including a
unique document identifier generated by the document management
system) are established before the user enters data into document
content 20.
[0063] Document profile 30 preferably includes any number of
attribute fields to suitably identify/define associated document
content 20. Like other document management systems, a unique
document identifier/number is preferably generated by the document
management system of the present invention. Unlike other document
management systems, however, the unique document identifier
comprises a numeric portion 410 (see FIG. 5) generated by the
document management system of the present invention and one or more
information portions 420 (for example, prefix(es) and/or
suffix(es)) that assist in identifying documents by providing
information about the document. For example, a preferably unique
document identifier prefix may comprise a user's initials
(typically entered at log on for example, John J. Doe would enter
"JJD"). The document identifier will thus comprise the user's
initials followed by, for example, a number unique for that
individual (preferably, a sequential number generated by the
document management system starting, for example, with the number
one). For example, the first document as created by John J. Doe
would have the document identifier jjd1. The document identifier
preferably appears in a document identifier/number field 405 on
document profile screen 400. A user may, for example, be required
to enter the user's login initials when a document profile is
created as illustrated by query box 408 of FIG. 8.
[0064] In this embodiment, a second user will have a document
identifier prefix that comprises the user's initials (typically
entered at log on--for example, Jane L. Smith would enter "JLS").
The document identifier for the second user will thus comprise the
second user's initials followed by a sequential number generated by
the document management system starting with the number one. The
first document created by Jane L. Smith would have the document
identifier jls1, while the twenty-first such document would have
the document identifier jls21.
[0065] The unique document identifier of the present invention
easily identifies how to locate a document without having to
perform a search. A user can simply, for example, go directly to
the By Author view discussed above in connection with FIG. 7 and
locate the document corresponding to the identifier jjd1 without a
query-by-example search that is necessary with other document
management systems. The sequential number portion of the document
identifier also serves as a productivity measure based on the
number of documents a user generates. All other document management
systems require a report writer function to produce these types of
statistics.
[0066] An office field 412 preferably identifies the
location/library in which a document is stored. Choices for office
field 412 and several other fields described below are preferably
provided through a pull down menu. An author field 415 identifies
the author of the document. As with office field 412, a pull down
menu is preferably provided to allow selection of an author. The
menu is, for example, preferably generated using the Central
Administration Address Book that is utilized for other Lotus
applications. As discussed above, there is only one place to
maintain a user list and the security associated with
authentication in this manner. Many other systems require the user
to have separate address books (i.e. one for e-mail, one for the
operating system, one for document management, etc.).
[0067] A title field 422 is provided to enable the user to define a
preferably descriptive title for the document. A document type
field 425 is preferably provided and serves two purposes. First,
document type field 425 identifies the application software that is
being requested. Second, the type/template of document generated is
also identified. For example, the application may be indicated as
Microsoft Word 97.RTM. and the document type may be indicated a
"Letter," which indicates that the user is selecting to create a
letter using Microsoft Word 97. Moreover, as discussed above, a
template is preferably associated with the type of document (LETTER
in this example) that has a unique set of formatting instructions
already in place for the creation of a document, providing improved
productivity and consistency. A pull down menu is preferably
provided for selection of a document type.
[0068] A client name field 430 and a corresponding client number
field 435 may be provided with associated pull down menus. Likewise
a matter name field 440 and a corresponding matter number field 445
are preferably provided with associated pull down menus. The client
identifier fields 430 and 435 and the matter identifier fields 440
and 445 are preferably related to each other in a parent/child
relationship. Preferably, the client identifier is the parent and
the matter identifier is the child. Therefore, specific matter
identifiers only appear based on the specific client selected. As
discussed above, these fields may be populated by an ASCII imported
file that is preferably updated periodically (for example, daily),
from, for example, a billing system or program using an agent
program provided in the document management system of the present
invention. The agent program preferably specifies the import
schedule and the action to be taken.
[0069] A security or restrict read access field 450 is preferably
provided to define document security. Preferably, only
individual(s) and/or group(s) selected/displayed in security field
450 can see that the document profile exists. In general, other
document management systems are limited to defining groups or types
of security. Likewise, a second security field 455 enables
restriction access/editing privileges to document content 20. If
nothing is entered in security field 450 or security field 455,
document profile 30 and document content 20 will be public. As
discussed above, the document management system of the present
invention enables integration with the security system of, for
example, the Central Administration Address Book of Lotus Domino to
identify potential users and groups of users.
[0070] A comments field 460 is preferably provided to enable
entrance of unlimited comments to enhance full-text search
capabilities.
[0071] An add. docs (additional documents) field 465 (for example,
a rich text field) is preferably provided to enable any number of
multiple documents or any other file type (for example, document
files, database records, or URL links) to be included on a single
document profile. Other document management systems do not enable
multiple documents to be contained on a single document profile.
Additional document field 465 enables a user to attach file types
and links that are external to the document management system (that
is, file types that were not created within the document management
system and that do not have an associated profile). Such documents
may, for example, be related to the main document (that is, the
document for which the document profile has been created). Other
document management systems require the user to link only document
profiles through a related document feature.
[0072] An email/other field 470 (preferably, a rich text field)
enables the user to link email messages (typically, a database
record) and/or any other type of database file, view, folder,
calendar entry, to-do item, etc. to the document profile. No other
document management system allows for this type of
relationship/linking between the document profile of the document
being created and other types of documents or files that are
associated with, for example, a matter and/or project. Other
document management systems require the user to organize separate
document profiles into folders and do not allow for other, external
file types to be linked to the document profile.
[0073] A create document button 475 is preferably provided on
document profile screen 400 to launch or invoke the application
specified in type field 425 and creates a file in the operating
system based on the predefined system variables that were selected
by the administrator upon setup of the database. The document
management system of the present invention is the only document
management system that automatically passes the unique document
identifier, the title and the author to the external application
upon document creation. Other document management systems assign a
temp file number and require the user to save the file and then
return to the document management system to obtain the unique
document identifier.
[0074] Although optimized for 32-bit applications, the document
management system of the present invention is preferably not
limited to 32-bit applications. The document management system can
preferably launch any type of file format. A number of other
document management systems do not allow 16-bit applications to be
integrated into the system.
[0075] The details of four forms (Client/Matter, Document Profile,
Document Template and Library) and script associated therewith of
one embodiment of the present invention are set forth in the
Appendix hereto.
[0076] Although the present invention has been described in detail
in connection with the above examples, it is to be understood that
such detail is solely for that purpose and that variations can be
made by those skilled in the art without departing from the spirit
of the invention except as it may be limited by the following
claims.
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